Corporation Forms
Important Reminders - Updated January 31st, 2024
- Please use Adobe Sign to approve and route documents to Accounting (corporationaccounting@csumb.edu) or Accounts Payable (ucorp_accounts_payable@csumb.edu). In addition, you can view the knowledge base article in the IT work order system for more information on Adobe Sign.
Need to travel?
- If you intend to drive a rental or corporation-owned vehicle, you must be Defensive Driving certified by the Corporation or Stateside. See Corporation Defensive Driving Program.
If you intend to drive your private vehicle, you must also be authorized to drive your private vehicle. This must be done through the Corporation; we cannot accept Stateside certification. See Corporation Defensive Driving Program.
- As of Jan 1, 2025, the new IRS Mileage Reimbursement Rate is .70 cents per mile. Any mileage incurred on or after Jan 1, 2025, should be claimed on the TEC 2025 effective 1/1/25. Please continue to use TEC 2024 effective through 12/31/24 for all travel completed prior to or on December 31, 2024.
No access to Adobe Acrobat? Open PDF forms with Chrome in order to complete the form fields.
Completing a Travel Expense Claim? Download the Excel file and open it in Excel to complete the document.
Question 1: If I want to pay someone, what should I do?
Follow the correct procurement steps, if we have not done business in the past we may need a VDR. When you are ready for a payment to be generated, submit the proper documentation to the AP team so that payment can be generated. If the proper procurement steps were not followed, payment will be delayed.
Question 2: If I require a consultant or some type of service, do I need a contract?
https://csumb.edu/corporation/corporation-contracts/
Question 3: Who do I contact for assistance with the contract?
https://csumb.edu/corporation/corporation-contracts/ucorp_contracts@csumb.edu
Question 4: Will I need a purchase order for this contract? This chart also acts as a cheat sheet to help you understand if you will need a P.O or not.
https://csumb.edu/media/csumb/section-editors/university-corporation/PAYMENT-MATRIX-REVISED-5.2025.pdf
https://csumb.edu/corporation/corporation-contracts/
Question 5: If I am purchasing goods and using a PO, what is my responsibility?
Making sure “receipt” is done in CFS with receiving dept at: josehernandez2@csumb.edu
Question 6: What is a VDR and why does a payee need to fill it out?
https://csumb.edu/media/csumb/section-editors/university-corporation/AuxOrgForm204VDR_04-04-25.pdf
Vendor Data Record - our equivalent of a W-9 that collects pertinent information before we can pay someone. Per the IRS and the state of California, this information MUST be collected prior to issuing any payments (including reimbursements). Employees and Governmental entities DO NOT require a VDR for setup
Question 7: I need to travel to a conference, so what paperwork do I need to fill out?
Employees (UCorp, CSUMB or OSU):
RAT - Request for Approval of Travel to obtain pre authorization (before travel and making travel related purchases)
https://csumb.edu/corporation/defensive-driving-program/ - If you are driving a rental or corporation owned vehicle, you must be UCorp DD approved and current.
-If you are driving a rental or University owned vehicle, must be Defensive Driving certified
-You many verify your status by emailing corporationdefensivedriving@csumb.edu
M&IE per diem for travel with an overnight stay is calculated based on the travel location. Adjustments should still be made for any meals provided and first/last day of travel at 75%. Per Diem rates may update annually on Oct 1
Continental US: https://www.gsa.gov/travel/plan-book/per-diem-rates
Non-Continental US: https://www.travel.dod.mil/Travel-Transportation-Rates/Per-Diem/Per-Diem-Rate-Lookup/
Foreign Travel: https://allowances.state.gov/web920/per_diem.asp
TEC - Travel Expense Claim to claim reimbursement of out of pocket expenses, once travel is completed
Defensive Driving (if rental or Aux owned vehicle) and Private Vehicle Authorization (if driving personal vehicle) must be completed BEFORE travel occurs
Non-Employees:
Non-employees include students, candidates, external reviewers, foreign visiting scholars, volunteers, spouses and registered domestic partners, independent contractors, etc., who are on approved CSU business travel.
RAT - if non-employees are traveling with a faculty member they may be listed as additional travelers on that RAT. Otherwise, submit a non-employee RAT.
TEC or Vendor/Supplier Invoice to get reimbursement of those expenses
ANY non-employees who are traveling must complete a liability waiver.
ANY non-employees receiving travel reimbursements need to be set up in CFS, a completed VDR is required.
Effective July 1, 2025, meals & incidentals expenses (M&IE) per diem for non-employee travelers will follow the federal flat rate of $68 per day. Adjustments should still be made for any meals provided and first/last day of travel at 75%.
Question 8: Can I ask for an advance to help pay some of the costs for my trip?
Yes, employees may get an advance of 75% of their expected out of pocket costs, as long as the advance meets or exceeds $200 usually issued 2 weeks before travel. If a traveler is taking an advance on the behalf of students or other non-employees, then the meal group cash distribution should be completed with travelers signatures at the time of disbursement.
Keep in mind, your department may have a Procurement Card with “travel privileges” to avoid out of pocket costs associated with travel - contact corpbss@csumb.edu if you are unsure if you have travel privileges or to obtain the documentation to get travel privileges added to your procard.
If the cardholder is not the traveler, arrange for this with any lodging provider when booking the room. The hotel can provide a “Credit Card Authorization Form”. This form, filled out and signed by the cardholder, allows the hotel to process the card even though it is not physically present. The person providing the form to the hotel should verify that the form is received, accepted and tied to the reservation(s) by the hotel.
Any travel advances MUST be accounted for when completing the related TEC. A TEC IS REQUIRED when a travel advance is involved.
Question 9: Is there a limit on how much I can be reimbursed for lodging?
$333/night before taxes is the standard maximum reimbursement. If this amount is exceeded, please provide justification (conference hotel with negotiated rate, no suitable lodging available for the dates that does comply with the maximum…) prior to sending it to the approving official for review and approval
Question 10: How soon do I have to turn in my expense report?
Within 30 days is the preferred time frame. However, within 60 days (or earlier if the funding source is closing or at the end of the fiscal year) is acceptable. For any TEC being submitted after the 60 days from the date of travel it is recommended that a justification be provided and acknowledged by the authorized signer that the submission is past the 60 days and that this is not generally acceptable.
Question 11: What types of expenses are considered hospitality?
Question 12: What should a hospitality statement of justification include?
The individual names and affiliations of attendees. If a specific organization or group of attendees numbering more than 20 are attending, you may note the number of attendees and the name of the group.
If you have a sign in sheet or guest list, best practice would be to include it. Your grant or funding source may have stricter requirements
For business meetings or events attended by CSUMB and/or Auxiliary Organization employees only, an event/meeting agenda is required to be included with the support documentation.
Event date and location & Business Purpose of the event
Question 13: Do I always need to submit an attendee list?
The individual names and affiliations of attendees. If a specific organization or group of attendees numbering more than 20 are attending, you may note the number of attendees and the name of the group.
If you have a sign in sheet or guest list, best practice would be to include it. Your grant or funding source may have stricter requirements.
Question 14: What is the allowable per-person maximum for hospitality?
https://csumb.edu/media/csumb/section-editors/university-corporation/NI8FQOVKR2wKy0G90ITA_Hospitality-Expense-Quick-Info-and-Matrix.pdf https://csumb.edu/media/csumb/section-editors/university-corporation/2024_Hospitality-Expense-Guidelines-and-Procedures-v3-13-24.pdf
12.3. These types of events require one-up approval or higher:
12.3.1. A single hospitality event that includes both light refreshments and a meal requires one up approval. See §4.14.
12.3.2. Any single hosting event that exceeds $1,000 requires one up approval.
12.3.3. Any single hosting event that exceeds $3,000 requires approval from the applicable vice president’s office.
Question 15: Is there in person training available? Or can I schedule a Zoom meeting for personalized training?
Yes, and yes. Please reach out to the AP email address to schedule an appointment for training.
In addition, bi weekly AP open office hours are available for drop-ins and any questions regarding AP processes you may have.
Question 16: How often are checks issued by the auxiliary?
Weekly on Thursdays.
Question 17: How long can I expect to wait for my reimbursement check?
Your documents will be reviewed within 7–10 business days. If you are contacted for more information, your request will be placed on hold until the documentation is provided. Our current estimated turnaround time is 4 weeks after receipt of correct or complete documentation. Please note that all documents will be processed in the order they were received.
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Fund (Chartfield) request/Update Signature Authorization - All Auxiliaries Signatures must be manually added to this document using Adobe Sign "Preview & add fields" when setting up routing.
Personnel
Leaves of Absences
Examples of Out of Office Messages
PDL FMLA CFRA Leave Information
Recruitment
Request to Recruit (RTR)
Student Assistant Interview Guide
Evaluation
Employee Education Reimbursement Program
Steps to complete the process:
- Fill out the appropriate forms (If you are an employee and are using this for a dependent then make sure they fill out the Section II-B: Career Development Plan)
- Once those 2 forms are filled out, signed by the employee, dependent if necessary, and the employee's supervisor, please submit to corporation@csumb.edu. You will receive a signed copy back for your records, and to show that this has been acknowledged and approved.
- Once classes have finished, and grades have been received please fill out the Section III - Post Completion Reimbursement Request, please also attach a copy of the Unofficial Transcripts, and a receipt showing what you have paid for these classes, any form is okay (bank statement, scanned paper check, screenshot of payment etc). Once this form is filled out and signed by the employee, and supervisor, please send the copy to corporation@csumb.edu and we will review, sign and fill out what is needed, and send it back to you with the reimbursement information you need.
Ergonomics & Workers Compensation
Injury_Illnes Investigation Report
Q&A for Workers' Compensation & Physician Pre-Designation Form
Auxiliary Organizations of CSUMB
specific deviations from regular CSU travel policies and procedures
Auxiliary funding sources OFTEN HAVE STRICTER REQUIREMENTS than the standard CSU requirements. Be sure to know your funding source restrictions prior to planning for travel!
RATs should be approved at the departmental level, then sent to UCorp for review by accounting or post award for “Allowability and Availability” on the funding source prior to making travel plans to ensure that the costs will be reimbursable as presented. THIS IS DIFFERENT FROM STATESIDE (who does not need the RAT prior to travel)
For travel with a related overnight stay, both employees and non-employees will be allowed the “location based per diem” for meals and incidentals.
The Auxiliary Organizations of CSUMB do NOT USE CONCUR for travel booking.
Travel advances may be offered to Employees with the following rules:
-Cannot exceed 75% of the amount of expected out of pocket expenses
-Cannot be less than $200
Automobile Accident Form